Jan 21, 2023 – WSOB Minutes

WSOB MINUTES JANUARY 21, 2023

OPEN MEETING @ 8.00 AM PST

SERENITY PRAYER – Earl invites the room to open with the serenity prayer

TRADITION – Yves reads the 1^st Tradition

CONCEPT – Earl reads the 1^st Concept

ROLL CALL & QUORUM DETERMINATION

Present:

• Earl H. Chair
• John B. Interim Vice-Chair
• Lolita S. Director of Operations, on 60 days disability leave
• Jonathan H. Treasurer
• Robert B. Director of Conv & Conf
• Yves W. Secretary, NewsGram editor
• David C. DAL, WSBT LTP and IS&D Liaison
• Jo P. DAL, PI and Unity Liaision
• Susan L. DAL, LCF Liaison
• Laurie R. WSOT
• Joni E. WST
• Mike S. CAWS 2023
• Joost B. CAWS 2004
• Jay P. CAWS 2005

Guests:

Tammy P.

Misty

CHAIR ANNOUNCEMENTS

• No announcement
• Susan reads the relevant day from ‘A Quiet Peace’.
• December 17, 2022, minutes were approved

SEVENTH TRADITION –

Observed in the office, online members are directed towards ca.org.

CAWS CONVENTION REPORTS

CAWS 2023 (Atlanta) Michael S.

Highlights:

Page 1 of 8

• 134 registrations at the end of 2022, 172 this morning, this is very good. 1175 Reserved Nights, 100 Staff Nights, 50 Suite Nights (Auction, Treasury, Hospitality) for a total of 1357 Nights out of 1252 Night Block., we are at 106.8% attainment.
• Program stuff is pretty much finalized, and we are making little tweaks here and there as needed. The updated speaker list and workshop list are attached. The golf tournament chair has all the stuff put together, and the cigar meeting will happen. The fun Run/Walk event will happen, and a shirt design is in the process. All the outside events are lined up except the baseball game, which is in the process of being negotiated. We are working on the 24-hour Starbucks at the Marriott.

CAWS 2024 (Amsterdam) Joost van K.

Highlights:

• Filled all open service positions; 33 of 38 (87%)
• Program chair making good steps with program
• Website draft ready in February and registration form.
• Planning having an online event every month after Atlanta convention.
• Finalizing budget.

CAWS 2025 (Arizona) Jay P.

Highlights:

• Resumes are coming in and we plan on the selecting process in February. We have roughly 30-40 resumes. A lot are new folks to service, but we have some ringers who will sit on committees.
• We are locking down a facility for our General Committee meetings
• We are opening a bank account to act as a bridge for the time being, still waiting for a bank account.
• Last of Feb early March we will go back out to market for hotel

• Florida, Scotland (Almost ready for their bid), and Utah Areas for 2026, and for 2027 Washington Area is working on a bit 2027.

OFFICE DIRECTOR REPORTS

Director of Operations- Lolita S. no present, no report.

DIRECTORS REPORTS

Chair – Earl H.

Highlights:

• Our DOO, Lolita is now on sick leave for 2 months. Working with JH2H consultants to respond to absence of DOO.
• Looking into replacing shipping clerk who gave two weeks’ notice on January 11th.
• Called our chips supplier, spoke with owner to discuss payment terms, supply chain issues have been resolved.
• We continue to investigate a new WSO Helpline. Ongoing project Researching feasibility with Freedom Voice to forward calls to local area helplines. Freedom Voice has not responded to email and VM.

Interim Vice Chair- John B.

Highlights:

Page 2 of 8

• Conference committee did not meet officially during the holidays. A short meeting to discuss the quarterly delegate mailing was held and concluded in short order.
• We did receive 1 new referral, #12084212

Treasurer – Jonathan H.

• Conference call with WSOB Chair and WSOT to discuss steps to deal with the absence of the DOO over the next few months
• Review of accounts
• Review of all receivables and payables
• Review of cash flow
• Will establish bi-weekly meetings with Bookkeeper while DOO is out of office
• HSBC Account verification has been completed. Awaiting confirmation that identity verification is complete, and the account will continue to be opened.
• Motion: to request transfer of $10,000 from publication fund and $40,000 from Prudent Reserve to Operating Account, seconded
  • Motion to split the motion in two, seconded, passed
  • Motion: to request transfer of $10,000 from publication fund to Operating Account, passed
  • Motion: to request transfer $40,000 from Prudent Reserve to Operating Account, passed
• Motion: to reconsider the previous motion, by Laurie, seconded, failed

Secretary – Yves W.

Highlights:

• I am working on establishing a naming convention and repository organization to meet our needs
• Archives committee
  • Ray G’s archive has been secured and will be picked up by Frank P. to be delivered to the World Digital Repository.
• IT Committee
  • The committee continue to gather ideas and input for revisions to the IT Handbook, including videoconference, video and audio recording, social media concerns, and use of copyright material
  • In addition to developing a mission statement, the subcommittee has set some procedural parameters and continues to discuss initial guidance for the fellowship
• NewsGram
  • The next edition theme is “Home Group” and the deadline for articles submission is February 10, 2023.

Director of Conv & Conf – Robert B.

Highlights:

• For CAWS 2023
  • Been working on the Hotel Reservation Matrix to get rid of “Double Bookings”. There aren’t many
  • Still working with the hotel to correct room night availability. Currently at the following:
    • 1175 Reserved Nights
    • 100 Staff Nights
    • 50 Suite Nights (Auction and Treasury)
    • Total Nights – 1337 Nights of 1252 Night Block

Page 3 of 8

• • • 8% Attainment.
  • Overflow Contract with Hyatt Regency Atlanta Approved by WST and Submitted to Hyatt.
• For CAWS 2024
  • Will be focusing on program and registration to ensure preparedness for kickoff in Atlanta.
• For WSC Conference 2023
  • Will begin possible contract addendums for 2023/2024/2025 based on actual 2022 requirements after 2022 bill are totally finalized.
• WSC Conference 2026/2027 – TBD
  • Have been working with Florida, Scotland, and Utah Areas for 2026 Submission.
• Overall, looking at the Conference move to Dallas, comparing to the last Conferences from 2018-2019, 2021 Conferences costs from 20k$-25k$ and the 2022 Conference costs was 8.6k$

Director at Large – David C.

Highlights:

• Update on new Translations Policy
  • Completed ‘draft’ documents for Preamble and Process presented and approved within IS&D.
• Update on Translations in progress.
  • Requests from Holland and Quebec Areas to translate Companion Guide agreed and Lolita requested to inform both Areas and attach a Copyright Agreement to be signed and returned by the Areas to WSOBTC. Awaiting finalization of Copyright Agreement at WSBT.
• Motion: WSOB to investigate the setting up of a Manufacturing License Agreement for Chip/Keyring production in local Areas. License to include sliding scale payment per Chip/Keyring to CAWSO. License fees to an adjusted sliding scale which takes into consideration local standards of living, as per Pamphlet Licensing and Book Loyalty Agreements already approved, seconded, passed
• Next meeting: January 29^th, 2023, 6pm GMT

Director at Large – Susan L.

Highlights:

• The 40^th Anniversary Zoom meeting rebroadcast:
  • The event was rebroadcasted three times. The attendance was slim and the last one was down to about 2 people by the end of the broadcast. It was decided by the WSBT that the availability of the recording to the fellowship via a one-time passcode (or something similar) couldn’t be done at this time. Currently there are no more rebroadcasts planned.
  • The success of the live event demonstrated that the Fellowship really liked it. So we should look at having another event about something else in the future.
• WSOB AD HOC Committee to establish formal WSOB processes and procedures (Financial, Operational, Policies, etc.)
  • We did not have the opportunity of meet again since our last meeting. I have drafter a couple of sections and will forward to Jo for discussion in the next few days.
• LCF Committee
  • The early stories of C.A. members book have officially been named “Recalling the Early Days of C.A.” Changes have been made and the book is now back to Point 11, back to the Trustees.

Director at Large – Joanne P.

Page 4 of 8

Highlights:

• WSOB Policies and Manual
  • The Ad Hoc committee is also looking at the current information regarding the Board as stated within the WSM and is profiling for an update to be presented for approval next Conference. We are looking to not only provide clarity to the fellowship about the WSOB’s roles and responsibilities, for example World Convention. Literature and Global Distribution, Treasury Management, Website and the efficient running of the Office, but also how the election process for DAL’s and the Chair, Vice Chair and Treasurer is undertaken so there is a clear process with no ambiguity.
• Unity Committee
  • Preparations are underway for Celebrate Around the World for 2023
  • The flyer for the 2024 logo for Celebrate Around the World has been created with the theme “Hope Faith and Courage”
• PI Committee
  • Professionals’ week has been this week 16th-20th Jan 2023. Lots of activity across lots of areas.
  • The European Region are planning to take the PI Rocks Roadshow to the following conventions over the next few months; took place at CA Scotland, CA Ireland and CAUK. Next one at the European Regional Convention in Wales, UK, 24-26 March 2023. They are also hoping to take it to CA Germany and other areas in mainland Europe.
  • PI Summit planning is well underway. Both summits will be called ‘Wings to Fly with PI’. European Summit to be held at ERC in Wales 24-26 March 2023. North American Summit to be held in Denver 16-19 February 2023.

TRUSTEE REPORTS

WST Trustee – Joni E.

Highlights:

• TNC
  • Met with the TNC to review Atlanta Hyatt overflow hotel contract for 2023 Convention and got final approval from WSBT.
• LEGAL
  • We have started the process for registering the C.A. Logo in the following emerging areas:
    • Australia, China, Indonesia, Mexico, New Zealand, Peru and Thailand
  • C.A. App Development and Registration
    • looking into the cost and benefits to register the C.A. App currently being developed to ensure we are in compliance with all countries. Analysis is focusing on the following areas: Australia, Canada, EU, Japan, New Zealand, UK and USA
  • A draft of the C.A. Translation Copyright Agreement will be shared with the WSOBTC before the next committee meeting. The WSBT is making a few more revisions to the document that I expect to be finished in the next week. Upon completion, I will forward for the agreement to the WSOBTC for further review and finalizing.

WSOT TRUSTEE – Laurie R.

Highlights:

• WSBT

Page 5 of 8

• • Virtual Board to Board meeting for February 11, 2023, at 8 a.m. PST. Please send me any items you would like added to the agenda.
  • WSBT Q1 meeting will be virtual and is scheduled for March 2 – 5.

UNFINISHED BUSINESS/PROJECT UPDATES

• Motion: to extend the meeting to the conclusion of business, seconded, passed
• WSOB succession planning:
  • We held a specific executive session on this, and we still need working on the process.
  • Motion: that the board members review the following items during the month proposed changes to the WSM, seconded, passed

1. 1. 1. WSO and WSOB Section_Referral_Bird..
      2. CAWSO Board Qualifications and Res…
      3. World Service Office of Directors Int…

• • Motion: to open the nominations for the Vice-chair, seconded, passed
  • Nomination Susan L. for the position Vice-chair, seconded

NEW BUSINESS

• Motion: to increase the price of plastic chips from 45¢ to 50¢, friendly amendment to 55¢, effective March 1^st, seconded, passed.
• Motion: to increase the price of pamphlets from 35¢ to 50¢, effective March 1^st, seconded, passed.
• Motion: to rescind the motion on chips price increase, seconded, passed
• Motion: to increase the price of plastic chips from 45¢ to 60¢, friendly effective March 1^st, seconded, passed.

Motion to adjourn at 3:50pm

Yves W., WSOB Secretary

NEW REFERRALS RECEIVED:

None

CLOSED REFERRALS:

WSOB 2018-6 In-conf 2018

Katie B. Arizona Area

I am concerned that Montreal lost so much money. I understand some of the reasons due to Airbnb and not meeting the hotel block, getting across the border, etc. I request that the WSOB take a long hard look please at what can be changed to ensure that the lessons learned from Montreal will not be repeated ever. So, is there a better way, from the big to the small, maybe no banquet or brunch, or price registration differently. What can we do differently to meet the charge of the Conventions to promote enthusiasm and still raise funds for program services, to think outside the box. Also are there perhaps other ways to raise funds

Page 6 of 8

so that CA is not so reliant on the success of conventions to survive. Can/should the WSOB perhaps form an Adhoc committee of its members, some past convention trusted servants and delegates to sincerely explore all of these options and more? I would volunteer to serve on such a committee.

Summary Action – No Action Taken

In the time since this referral was written; the Director of Conferences and Conventions position has been created to oversee these activities. Additionally; a new Convention Financial Bid Vetting Committee was created to properly review and predict financial performance of potential convention bids. It is the opinion of the WSOB that these two initiatives; along with better monitoring of convention progress, will allow better oversight of current and future conventions.

WSOB 2019-5 Post -conf 2019

Daniel H. Arizona Area

Is the WSOB able to implement a guideline in terms of how many days after the close of a World Convention final figure would be available so the entire body has the same expectations.

Summary Action – Transfer to Convention Committee with Suggested Action

Modify World Service Convention Committee Guidelines to include Post-Convention activities as this currently doesn’t exist. These activities would include the following: The WSO will strive to conclude all financial reporting for the Convention for presentation at the following World Service Conference.

WSOB 2019-6 Pre-conf 2019

Stuart E. Nevada Area

I would like the WSOB to do a financial impact study on the possibility of holding a World Service Convention every 2 years instead of every year as we do now. I have supported this idea for some time now and was moved by the impassioned speech made by the WSOB chair at conference this year. I believe that once the fellowship can see actual numbers we might be able to support this change. We might even see an increase in attendance due to the change. AA does a convention every 5 years and gets 100,000 attendees. While we probably won’t approach those numbers, I think we can more than double our current attendance and also increase attendance at our regional and area conventions as well…

Summary Action – No Action Taken

In the time since this referral was written; we were able to experience first-hand what a lack of conventions looks like to our fellowship. Without the extremely generous nature of our fellowship to financially support World Services during this time; we would of experienced a much larger loss than what was actually realized. It is the current opinion of the WSOB that an annual convention is absolutely necessary to support our organization for the foreseeable future.

WSOB 2020-01 In conference

Page 7 of 8

Stu E – Nevada

Request for OnLine WS Convention Evaluation Form

Summary Action – Transfer to Convention Committee with Suggested Action

Modify World Service Convention Committee Guidelines, Page 21 Survey and Evaluation Coordinator

1. Coordinate evaluation process at convention. Insert New Language [It is suggested that coordinators focus on evaluation techniques utilizing the most current technological platforms (i.e. – Online Evaluation Methods, Formsites, etc.) to produce the most meaningful feedback in the easiest possible method of recovery from our fellowship. The easier it is to use, the more likely we are to receive responses.]

WSOB 2020-05 Pre-conference 2020

Zach A – SCTA

I would like the WSOB to consider having the CAWS convention on only the Memorial Day weekend to allow the finance committee enough time to process funds. This is in hopes of having the proper financial information available to the delegates by the WSC.

Summary Action – No Action Taken

While the WSOB appreciates the intent of this referral, we believe it adversely affects our global fellowship as a whole to limit the Convention to a single US Holiday weekend. Prudent guidance and oversight of all convention activities; put into place since the writing of this referral, should ensure completed convention financials in time for the WSC regardless of timing.

WSOB 2022-1 Pre-conf 2022

Russell S. Thailand ASC

Please can you amend all invoices and shipping documentation to remove the word COCAINE ANONYMOUS. This has, and will continue, to cause unnecessary concern when shipping items into countries that have a different social attitude. I’m sure there will be a flurry of verbal defence along the lines of ‘that’s our fellowship name’ and I respect and value that. However, legally there is nothing to stop you using CAWSO Inc. I anticipate members speaking against this based on lack of awareness with regards differing attitudes around the world. I trust the WSOB have the maturity to pause, reflect, discuss and support this required change.

Response – Referral # 2022-1

It does not say it on the commercial invoice that is sent to internationals customers, but a copy of our QuickBooks invoice was enclosed in your last package, which should not have happened. We will make the change on our QuickBooks invoices. Thanks for bringing this to our attention and I apologize again for the delay in your package.

Page 8 of 8